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2004-08-11 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane September 2, 2004 Eileen R. Duff Minutes of Monthly Meeting Gary Lambert Martin J. Lawler, III August 11, 2004 Elliott C. Margolis Ida Beaver, Recording Secretary Present: John Kenney, Chairman; Michael Pierce, Vice Chairman; Martin Lawler; Marianne Doane; Gary Lambertand Elliott Margolis Guests: Steve Follansbee (Attorney for Johnson Golf Management); Joe Ekstrom (Johnson Golf Management); Peter Ploszay and Christy Titus. Call to Order: At 6:30 pm Mike Mercier, Tennis Pro, led the Commission on a tour of the tennis facilities. He showed them the renovations that were made to the tennis shop. He handed out the summer season schedule along with his newsletter. They also toured the tennis courts, particularly the clay courts that Mr. Mercier would like to have renovated. He was asked to get three estimates for the Commission to review. At 7:15 pm Mr. Kenney called the meeting to order and welcomed the guests. Marty Lawler made a motion to accept the minutes of the previous meeting, however Elliott Margolis requested that the minutes be amended to read that he voted against Gary Lambert’s motion to disapprove the $9,990 invoice for the tennis resurfacing, and also that he disagreed with some of Mr. Bennett’s customer service complaints. Mr. Lawler then made a motion to accept the minutes as amended. Marianne Doane seconded the motion that was unanimously approved. Management Contract: Mr. Kenney handed out copies of the Management Contract including the RFP and the exhibits of the RFP. He made note of one page that describes what the management company will do to manage the course. He said that there were some inconsistency in what is written and in the way things are run now. For example, under the fee collection stst system the dues were to be in by March 1, but now we are doing it December 31. Under grounds maintenance, the equipment that was promised as part of the RFP is now paid for by the City through the sharing of 40% of the annual permit fee increases. It also states that the greens would be aerated. The Commission was told in the past that this was never a written requirement. Copies of the latest USGA Report was handed out. Elliott Margolis suggested that the Commission read it, understand it and discuss it to determine what responsibility is the Commission’s and what responsibility is Johnson’s. He also suggested that an ad hoc committee be appointed to create a master plan to prioritize what needs to be done. Beverly Golf & Tennis Commission Minutes of August 2004 Meeting Page 2 of 4 Mr. Kenney stated that when the City Council meets in September, and the Mayor will have three names in front of them for appointments to the Commission. Mr. Kenney handed out the rates for 2004 to consider in setting the rates for 2005. (Johnson Golf sets the greens fees, carts, and locker fees.) Mike Pierce stated that the rates for the pull carts need to be added. Mr. Kenney asked that Johnson supply a list of the 2005 greens fees at the next Commission meeting in September. Marty suggested that these rates not increase this year due to the conditions of the course. Marianne asked that a break should be given the senior members for cart fees. Mr. Kenney passed out the membership rates for 2004 along with a page from the Management Contract. He also handed out a copy of the consumer price index. Mr. Kenney stated that he would ask Roy Gelineau if Commission members who are also golf permit holder should recuse themselves from voting in the rate increases. Marty Lawler suggested that a poll be conducted of the Commission members as to what they felt the rate increases should be. Marty Lawler asked for a 2% increase for residents, and a 4% raise for non residents. Marianne suggested a 3% increase across the board. Mike Pierce said that he would increase the rates by 2% across the board. Elliot Margolis agreed with Marty for a 2% increase for residents, but disagreed with the 4% increase for non-residents. Mr. Kenney told the Commission members to think about it, and determine a number at the next meeting. In the meantime he will speak to Roy Gelineau. Facilities: The monthly Income and Expense Report for June and year-end was passed out. Marty Lawler stated that the ending balance of $10,160 would go into the Reserve Fund. He also handed out a copy of next year’s budget. He also said that there was an approximate $50,000 balance left on the veranda project. Marianne Doane asked it next year’s budget for capital improvements could be split and used for the Clubhouse, Maintenance building and the Golf Course. Gary Lambert made a motion to approve the Monthly Finance Report. Marianne Doane seconded the motion, which was approved with all in favor. Mr. Kenney said that the Mayor has asked the Public Works Department to wait on closing the pool. Some of the Beverly residents have petitioned to keep it opened. Peter Ploszay and Christy Titus wanted to know why the pool was going to close. Elliot Margolis told them that there was no money to repair or replace the pool. The Recreation department doesn’t have the money either. It would cost about $30,000 to $35,000 to make the repairs that include, new filtration, new main drain, new pumps, replacing of tiles, and a new skimmer system. Also, after making all these repairs the City will run the risk of the ADA shutting it down because it is not ADA-compliant. Mr. Kenney said that to meet the ADA standards a lift would have to be installed and portable ramps would be needed. Also the bathroom would need to be modified. He stated that a whole new pool should be built and a new pool house needs to be installed to meet the ADA compliance. This could cost about $150,000. Mr. Ploszay asked for some time to have a fundraiser and to come up with some ideas and options. Mr. Kenney suggested that they could go before the City Council Property and Finance Committee and ask for help. He also suggested if the raise the money they should go to the Recreation Department and ask if they will run it. A motion was made Beverly Golf & Tennis Commission Minutes of August 2004 Meeting Page 3 of 4 by Marty Lawler to delay filling in the pool for 120 days until such time as the people have a chance to come up with alternatives to repairing the pool. Marianne Doane seconded the motion that passed unanimously. Mr. Kenney passed out a list of expenditures for the tennis facilities from Michael Mercier for reimbursement. Marianne commented that Michael is doing a wonderful job with the tennis facility and with his programs. She also noted that the management contract states that any subcontracts need to be approved by the Commission and that we should take this up at the next meeting to approve. Gary Lambert made a motion to review the list and review the contract to determine who is responsible for paying the items on the list. Due to time restraints Mr. Lambert made a motion to table this discussion until the next meeting. Marianne Doane seconded the motion that passed with one abstention by Elliott Margolis. Policy and Grievance: Elliot Margolis and Gary Lambert have been reviewing the policies. They have drafted three policies that were handed out for all to review. Elliot Margolis explained the proposed Policy #1 Wait List. It was suggested that the wording be changed to: … if 10 accepting the opportunity, payment must be made within full working days from date of notification. Elliott asked if we want to charge a fee or not? Can we justify charging the fee to use towards repairs and maintenance of the facility? Who will collect the fee? Marty said that if the Commission collects the fee a bank account would need to be opened. Mr. Kenney asked Elliot and Gary to review the section of the policy regarding 18-year-old members. There are two choices when you are 18; you can either become a member or you can ask to be deferred. Elliot next explained Policy #2: Procedure for Handling Grievance Issues. He said that anyone wishing to question a policy or express a grievance they should first submit their grievance in writing to the Policy and Grievance subcommittee. Policy #3: Leave of Absence Policy and The Commission Rules and Regulations will be discussed at the next meeting. Old Business: Marianne Doane commented on the St. John’s Outing. New Business: Mr. Kenney handed out and read a letter from Peter Fontaine stating that the chairs in the Fireside and Winslow rooms are very old and in poor shape and should be replaced. He stated that during a function a guest sat in one of the chairs which broke causing her to fall to the floor. She is insisting that someone from the Golf Commission contact her. Mr. Kenney will send a copy of this letter to Ray Gelineau. A letter from Niall Connors regarding tee times was given to the Policy and Grievance subcommittee to handle. Beverly Golf & Tennis Commission Minutes of August 2004 Meeting Page 4 of 4 Adjournment: Marty Lawler made a motion to adjourn the meeting at 10:04pm. Marianne Doane Wednesday, seconded with all in favor. The next Commission meeting is scheduled for September 8, 20047:00 pm at at the Beverly Golf & Tennis Club. Respectfully Submitted, Ida Beaver Recording Secretary